Spill Response Procedure 1. Introduction A number of materials with the potential to be hazardous to the environment are used and stored at the University. This procedure defines the emergency procedures to ensure that incidents occurring which have a potential risk of pollution to the environment are dealt with in a safe manner to ensure minimal environmental impact. 2. Definitions Spill When a substance escapes its ordinary container. Spills may include oils, chemicals, solid waste, firewater pollution entering the drainage system and drainage system failures. Minor Spill Small spill (Less than 5 litres or less than 1m diameter) which is contained Significant Spill Where a significant (greater than 5 litres) spill occurs Major Spill A spill of over 50 litres and where the substance spilled enters drainage system, soil or surface waters Pollution incident Incident or set of circumstances where there is likely to be a spill or leak of a substance, as a result of which pollution has occurred, is occurring or is likely to occur Emergency Incident When a spill results in or may result in a pollution incident. Key Staff Persons who have responsibility for maintaining equipment containing oils or chemicals, managing equipment containing oils or chemicals or accepting deliveries of oils or chemicals. Key staff are trained in spill response. Key locations Areas where deliveries of oils or chemicals takes place, oils or chemicals are used and oil and chemical storage areas. Staff are trained in spill response and spill kits are stored on site. 3. Scope This procedure applies to external (outdoor) spills and emergency incidents (as defined above). It covers the Canterbury and Medway campuses and all staff at these locations. Indoor spillages are not usually pollution incidents. Unless spilt liquid exits the building, either directly or via drainage systems, only safety and janitorial arrangements apply. 4. Responsibility Departments are responsible for ensuring that adequate spill response materials are available at key locations, identifying key staff and ensuring they have received training on how to deal with spills in their area of responsibility. Page 1 of 6
The Safety, Health and Environment Unit are responsible for providing training for key staff in spill response, testing emergency response procedures, advising on assessment of spill risks, and checking spill response training and provision of spill materials through internal audit. Campus Security are responsible for attending all spills and initiating the appropriate response detailed in this procedure. Estates Facilities management are responsible for cleaning up minor spills on request from campus security and ensuring that used absorbents are disposed of correctly. All staff have a responsibility to report spills to campus security. 5. Emergency Preparedness Key staff should receive spill response training provided by the Safety, Health and Environment Unit every 3 years in line with the University s Environmental Management System training schedule (EMS-Training). This training should be arranged either through the Training and Development Officer (Estates Staff only) or by contacting the Environmental Advisor (c.morris@kent.ac.uk). All campus security staff receive spill response training. Supervisors receive enhanced spill response training enabling them to deliver the training locally to their team. Emergency response will be tested at least annually, covering all key locations over a 5 year cycle. Spill kits and copies of the spill response procedure should be kept in key locations and be accessible in an emergency. Spill kits are currently located in the following areas: Grounds Maintenance Yard (Oil only) Estates Maintenance Yard Science Supplies yard Laboratories Catering Outlets/Cooking Oil storage locations (Canterbury and Medway) Campus security vehicles Estates FM office area, Medway building Clock Tower Building Dockyard, Estates FM Caretakers office 6. Spill Response On discovering a spill If a spill has occurred in a key location, consult the spill response poster in the area to determine the location of the spill kit and any staff trained in spill response. If the spill Page 2 of 6
covers a large area or there is potential of risk to human health or safety, campus security may be contacted to help secure the area. For all other areas, spills should be reported immediately to Campus Security. Staff should not attempt to deal with spills of hazardous materials unless they are trained in spill response and have adequate personal protective equipment (PPE) and spill kits. Spill Response Procedure Minor or Significant Spills Step 1: Ensuring personal safety The first responder should assess the immediate situation rapidly as follows: Size and nature of spill this will determine the level and type of response Competence/authority someone trained in spill response should assume responsibility for this procedure Call Campus Security if appropriate Evacuate and secure the area if appropriate As soon as possible the liquid or solid should be identified by checking labels on containers or asking staff working nearby. Unless you are certain of the health risks and precautions to be taken obtain the Safety Data Sheet for the liquid or solid and seek advice from management urgently. Use appropriate and adequate protective clothing (PPE) and consult management if in doubt. Step 2: Emergency Action If possible stop the spill or leak at source to prevent the spilt liquid or solid from spreading further. Protect vulnerable drains with drain covers or mats. Contain spilt liquids with the correct absorbents or, if not available, take all possible steps to prevent the liquid from entering watercourses (drains, streams, rivers etc.) and soil. In the interests of speed and effectiveness other appropriate means to prevent further spread can be used if necessary, e.g. containing oil with earth. Page 3 of 6
Step 3: Remedial Action Clean up the remainder of the spill using the correct absorbents as appropriate depending on the nature, location and size of the spill. Do not flush to drain. Collect used/soiled absorbent and containment products carefully and correctly. Note: Absorbents do not neutralise hazardous liquids so in handling and disposal observe the same safety and environmental precautions as for the spilt liquid. Ensure that used containment products are described accurately on labels and paperwork. Contact the Estates FM (Waste & recycling) Coordinator to arrange appropriate disposal of used spill materials. Telephone: 01227 82(3775) Email: estatesfmcoordinator@kent.ac.uk Step 4: Follow-Up Discuss with management and other relevant persons how the spill might have been avoided and/or how to improve the speed and effectiveness of response. Re-stock the spill kit and order new materials where required Report the incident to the SHE Unit and Estates FM. Spill Response Procedure Major Spills In the event that a major spill occurs, the first responder must assess the potential risk to humans, buildings and the environment. Campus Security supervisors have responsibility for deciding if the emergency services or emergency spill response service is required. Our Emergency Spill response providers are Adler and Allen. In an Emergency contact them on 0800 592 827. Page 4 of 6
7. Reporting Incidents All spills and near-misses should be reported to the Safety, Health and Environment Unit (c.morris@kent.ac.uk, a.c.briggs@kent.ac.uk) and Estates FM (estatesfmcoordinator@kent.ac.uk) using the format below: Location: Time/Date: Responder: Material Spilled: Quantity: Did any spilled material enter drains or surface waters? Were drain protector mats used? Description of how spill occurred (if known): Was the spill adequately cleaned up? The Safety, Health and Environment Unit have responsibility for notifying the relevant authority (Environment Agency, Water Companies etc...) if necessary. All spill incidents will be recorded by the Safety, Health and Environment Unit on the University s online reporting system (icass). Page 5 of 6
Spill Response Procedure Step 1 Ensure personal safety Rapidly assess the nature of the spill Identify the spilled material Evacuate if necessary Use PPE if necessary Is there an immediate danger to safety of persons and/or buildings? Step 2 Emergency Action Stop the spill at source Protect the drains with covers or mats Contain the spill using the correct absorbents No Yes Call Emergency Services immediately Is the spill contained? No Step 3 Remedial Action Mop up the remainder of the spill using the correct absorbents Dispose of used absorbents carefully and correctly as hazardous waste Yes Call Emergency Spill Response Adler & Allen 0800 592 827 Step 4 Follow Up Has the spill been adequately cleaned up? Discuss the incident with management Report to the SHE unit and Estates FM Re-stock the spill kit Yes No Contact Estates FM to arrange clean-up Page 6 of 6